is 105 on December 2nd, 2025. I now call to order uh the Shaker Lane School Committee, Shaker Lane School Building Committee Construction Manager at Risk Pre-qualification Subcommittee. Um I think at this time can I have a motion
uh for last meeting last meeting's minutes if everyone's read them? >> Yes. >> Yep. >> So moved. >> I have a second. >> Thank you. >> Uh second Mike. Uh roll call. Uh Sean. Yes. Sesh. >> Sesh. Yes.
>> Mike. >> Uh yes. >> Motion carries. Uh I think uh turn this over to to Peter. >> Okay. Thank you, Mr. Chairman, committee members. Uh good afternoon. You should see the screen. I do have an agenda.
Um just a quick update. The purpose of this meeting when we set it up the last time we met, which was the 17th of November, we thought we'd meet just to um check in with each other
prior to the RFPs uh being Oh, Mary Lee just joined. Uh Mr. Chairman, I think I'll wait. >> Sorry about that. I I thought that the meeting was changed with the deadline pushed out, but anyhow, [clears throat] sorry. >> Nope, it's fine. Good afternoon, Mary
Lee. Um we're uh we're just on the agenda. We just approved the minutes. We're on item three, which is just kind of an update of the project process. Last time we met on on the 17th of November, we talked about meeting today
because we were going to have the RFP's submission date due date was going to be Friday, December 5th. Since then, we've um adjusted that date. It's now due next Wednesday, December 10th at 2 p.m. So,
this was a quick check-in and we can see that on number five on the um agenda. Apparently, I misnumbered it. I missed number four. But any case, um so all the notification letters have been sent out to the firms. Um I do need to catch up
to send the um the thank you letters to the two firms that did not advance to the RFP stage. I thought I did that, but I looked at my files, I realized I didn't get that out. So, I'll do that today, tomorrow. I'll get those out just for the record and thank them
appropriately for their initial interest in the RFQ stage. We did have an on-site briefing session on Thursday the 20th of November. It's a good turnout. Um, I think a lot of the firms were happy to get a feel for the
site. Mary Lee was there. She provided some great guidance as far as the the design of the project, answered some questions um to the firms uh as we walked the site. Um some representation from the school department was there,
the business manager was there to assist with some of the questions as well. We have had some questions that have come through to me. I've issued two addendums to date. You should have seen those. So those are answering answering some
questions. Got some feedback from the CM firms. They appreciate the addendums and the additional time to prepare the RFP. Also a heads up on the interview timelines and and the dates and the order of which the interviews will be
conducted which is we just arbit I don't say arbitrarily but we selected the firms to be interviewed in a alphabetical order. Um, so that's going to be scheduled, as you all probably recall, on Monday night, December 15th
and Tuesday night, December 16th, starting at 7:00 a.m., 7:00, 8:00, uh, respectively for both nights, for both for all four firms. Um, I do plan to issue a an addendum number
three. I hope to get that out today and I I'm okay with if the committee is okay with extending the question period. Um, I had it we had it scheduled for today at 2 p.m., but I think based on
the addendums and the the quick action for the addendums, I'm contemplating uh in a and comfortable with extending the question period until Thursday, December 4th at 2 p.m. That'll give enough time for maybe another question or two if
necessary. And then I can respond by Friday the 5th and that'll give them the weekend. and then Monday, Tuesday, Wednesday to update their proposals if there's any serious addendum um matters, which I don't anticipate. Things have
been going along I I would say fairly smoothly at this point. If that's okay. Um if I can, Mr. Chairman, maybe just get a confirmation from the committee. >> Yeah. >> Can I get a motion for a vote?
>> So moved. >> Can I get a second? >> Seconded. Thank you. Uh, roll call. Sean, yes, I'm good with moving it to uh, you said Thursday, Peter. >> Yes, Thursday, December 4th at 2 p.m. for the last day of questions. >> Perfect. Sesh.
>> Yes. >> Uh, Mike. >> Mike, I think Mary Lee, >> yes. >> I'm good. >> Perfect. Motion carries. I did want to call out real quick, Peter, uh, that the name of the library is Ruben So,
it's uh re u ben space h o a r. Um just to clarify that for the the meeting minutes for next time. >> You just privacy. Just want to make sure you have the spelling. >> Yeah, I appreciate that. I
>> Okay. Okay. Um very good. Uh let's see what else is on the agenda here. So, we talked about the questions, the addendums. Uh we we we do know out of the six firms that were that did advance
to the RFP, two firms have withdrawn. We we everyone's [clears throat] aware of that. Uh the last day of questions, the RFP submission date, as I mentioned, is shown right here. Uh Wednesday, December 10th at 2 p.m. Interview dates, we
talked about that. and then uh looking to probably be a a longer night on the 16th after the last interview. I think at that point in time it it's going to be suggested that the committee meet after
the last interview and make a ruling or I should say not a ruling that's a bad word. um make a um a summary score sheet and make a selection of the recommended construction manager to the full building committee the
following night the 17th of December at the building committee meeting. So, I think if the committee could um anticipate staying a little longer on Tuesday night, December 16th, to make the final selection, I think that would be appreciated so we can
bring it forward to the committee, the full committee the following night if that's okay. >> Sounds good. Um, with respect to questions, I didn't have that here, but I I think I owe the committee
some suggested questions that I've I could formulate and send on to the committee for their review for the interviews and also um uh a score sheet for purposes of filling in the blanks during the interviews and while reading
the technical proposals for the committee members to use as an evaluation tool. for the score scoring of the RFP stage as well. So, I will plan to get both of those to the committee the next day or so as well. And again, that's um a
suggested scoreeet and a suggested um interview questions and that certainly can be um edited if necessary. There any questions on that or thoughts? Do we want to agree on the set of
questions beforehand? My thought would be that we'd probably need to ask the same questions to all four applicants. So, do we do we need to have some way of uh agreeing on what the questions are going to be in advance of the 15th or 16th? The 15th.
>> So, if I suggest something, Mr. SH would be if we meet like on the >> 15th if we meet like 15 minutes earlier then the meeting start >> like quarter of starting up 6:45 and then we can have a conver discussion and
then move forward from there. What do you guys think? >> That works for me. >> Yeah, that makes sense. Yeah, because I mean they'll all have similar questions but obviously if something gets said by someone in the the presentation it might spurn another question.
Okay. >> So, when you send out the the suggested questions, I assume there's going to be enough time for us to maybe mark it up or make additional suggestions and send it back. >> Yeah. I Yes. Yeah.
>> Um and and maybe send them directly to me. I'll send them to you. We don't know how to have a committee discussion on email. So, just send them back to me. I'll consolidate and send back another version if there's any major edits for everybody to have a
review. Then we'll have uh copies available for um [clears throat] for the meeting on the 16th. >> That's funny. Go ahead. Oh, I was just going to say um on November 20th there was some email correspondents about some
suggested questions to ask them regarding u butter issues. So if you could just please make sure those are on the initial list of questions. >> Okay, >> good. >> Thank you. >> Uh is there any um best practice with
follow questions? I agree with Mike. I think it's good to be able to follow up if we have a question on something. Um, do we need to have the questions be standardized across all four as to not have any favoritism or is that not really how this process works? I just want to make sure we're following whatever the recommended process is.
>> I I would suggest that because the people that they're bringing to this interview are the people that you're going to be working with every single day for literally years. Um there's it's important for at least some part of the interview to be more of just a conversation style, getting to know
them, seeing how you the chemistry, so to speak, is um to see if if there's just a a good communication, just a good vibe uh between the people in the town and myself and the OPM and the GC
people. >> That makes sense. Great. Yep. >> Thank you. If I could, um, committee members, while that discussion that Mary Lee just mentioned is is, um, in front of us, do we want to set up I think it's a good
idea, and I can send this out in the addendum in preparation for the interviews. What is our look ahead timeline for the interview breakdown? Um, for example, do we want it to be 50 minutes? I think we talked about 50
minutes total. Um maybe it's 25 minutes for the presentation, 10 15 minutes for questions, maybe it's 20 and maybe it's 5 minutes for closing remarks. just I think it's important
because we have interview after interview and we want it to be structured but yet we want it to be you know a fluid conversation not so regimented but keep ourselves and keep them um
in the queue for the respective timeline so we can ask and have a candid conversation and a fluid conversation and they can have a presentation set up for 20 minutes if that's the timeline. or 25. And if we have, let's just say we have eight questions, we have adequate
time to ask the question and say a two-minute response for each question. That's 16 minutes in and of itself, which sometimes goes on and back and forth. And then, of course, we want to have um closing remarks. So I'm throwing this out on the table for
consideration by the committee how they would like to see the interview broken down and at 50 minutes is you know the start to end because we do want them to tear down then we want the new the other company to come in and set up.
It's going to be a late night and just want to make sure we're we have some sort of um time lapse. Any thoughts? If I may, Mr. Chairperson, I think that's a great idea to have the 20 minutes and then, you know, two minutes per question approximately, give or
take, and that gives you 20 minutes. That's 45 and 5 minutes of closing. I think that's a good breakdown, Peter. >> Great. Yeah, I think it's possible that some of the questions will be answered during their presentation and so then that frees up some of the questions to maybe
go a little bit longer and then sometimes, you know, they'll be answering a question and then it, you know, leads to answering another question. And so then at the end, if we just make sure that every question has been answered, even though some of them may have been answered pretty organically during this process, I I think it'll go well.
>> That's a great point. is overall 50 minutes is our um is our window. >> Okay. >> So that sound appropriate to everybody and then we'll break it down. I say five minutes. >> So and then we got 45 minutes. So then
we'll 25 minutes or so for presentation and then 20 minutes for um questions and then five minutes for closing remarks. Okay. >> Yeah. So, I'll um I'll I'll make a notification in the addendum to the to the firms so they're aware of um the
structure of the of the interview. >> Okay. Um >> so, I just want to point out there's a there's a pretty short amount of time between when we receive the RFPs and when we do the interviews. And
um I think it's important that we we set aside enough time in between there to really take a close look at all of the the RFPs. These are also they're really lengthy. Uh, and so I'm wondering if there's some way to sort of break up that work like maybe a few of us look at
certain sections of it or something like that. I don't know if anyone has any suggestions. >> No, it's a good thought. Uh, is there Yeah. Do you have any suggestions for how to break that up, Mary? I think that's a great idea. I mean, I've I've got my my, you know, [snorts]
personal sticking points that I look for, and I'm sure the OPM does, too, but I don't know if there's a more uh organized way that we want to break it up. >> I think we should all read it completely on our own because I think, >> you know, we got four days and we got
four proposals coming in. So it should not be you after a while to pretty much become you know very organic anyway. >> Yeah. Okay. Yeah. Just uh know that it's a it's a a time commitment. So just as
long as people are aware of that in advance. >> Appreciate that. >> We um are we setting the meeting to start at 700 p.m.? Well, let me before I get to that, do we want or do we think we need as a committee to meet before the
interviews? We think we're all we're in pretty good shape. With that said, before you answer that, maybe [laughter] a little back and forth here. If we do not meet before the interviews on the 16th, do we want to meet
and start the meeting prior to the interviews which start at 700 p.m. on the 15th? I like the idea of meeting at 6:30 those days if that's possible people. Um I don't know if that's too much to ask, but I think 6:30 is when I book the room for just to give us the opportunity. >> Yeah.
>> Yeah. I think if any of us notice any any red flags or any, you know, issues that we want to be sure to talk about, we should that would be a good time to bring them up. >> Okay. >> Yeah. As we're reviewing the proposals, I mean >> Okay. So, with respect to the agenda and
the next meeting, it will be Monday, December 15th at 6:30 p.m. at the library, the Reuben Library in Littleton. And it's going to be um I forget the room number. Sean gave me the room.
>> It's uh the St's conference room. So, for those who are not familiar, you enter into uh the parking lot that has the town hall, the senior center, and then the library. If you go into the library, there's a set of staircases uh to your right. You go down the stairs,
and it's right in front of you. I will make a note that um I will ask the respective CM firms to be um polite and cordial while it is a public meeting and it is open to the public with all respect to each other's firms
that the firms waiting to be interviewed um do not enter the public interview space for the purpose of the firm that is being interviewed to present themselves without any um
>> oversight by their competitors, if I could use that kind of arrangement. >> It's it's typically done that way. Firms are respectful of each other >> and they they will not, you know, crowd their competitors. that will allow them
to pres present their interview process openly um without being um you know having oversight by their competitors so to speak. So I will extend that um kind of wording to them and they already know that but I'll just mention it again I
mentioned it out loud that everybody will be respectful for each other's firms. So, >> is there uh a screen or something in there? Are we expecting them to present slides? >> I I I did speak Sean did reserve the
room. The chairman, excuse me. Chairman did respect the interview room at the library. We have spoken with the library and they do have technical technology [clears throat] set up, excuse me, for the firms to come in
and plug in HDMI, uh, USBC cables, things of that nature. And there will be a screen or a projector that they can project on if the firms elect to do a PowerPoint or presentation electronically. >> Okay? So, they just they can just show
up and slap down their their computers or do handouts, whatever their method is. It's it's both available to them or both for that matter. >> Yeah, this is a good size room. I don't know that we'll need this size, but I figure if we're making a public meeting, we might as well. Um, my recollection is
that there is a TV that you can connect into. We just set up the front so we can face everyone. They can present to us. Uh, I don't recall there's a podium, but if if there isn't, we could probably get one. >> Yeah. Um, okay. It just I'll clean up the
agenda that's on the screen. Um, we talked about this most of the things on there. Any other business not reasonably anticipated? I think we kicked those things around as far as I'm concerned. Opportunity for the committee. If you have anything new that was not posted.
>> No. >> No. >> Okay. The next the next meeting date we decided is will be Monday, December 15th at 6:30 p.m. Um, next item is any public comments from anybody who's listening in or on
the call. >> Yep. Uh, I know that Jim joined uh listening and then there's one other person. Um, I'm not sure. I will allow them to talk if they want, but um I don't think that there's any comment. Um, at this time, can I have a
motion to adjurnn? >> Second. >> Perfect. Roll call. Uh, Sean, yes. Sash, >> yes. Mike, >> yes. >> Mary Lee, >> yes. >> Perfect. We're now adjourned. Thank you
all.